How do I assign Calendar Appointments to Customers?

You can assign contacts or companies to any task in the Task Scheduler (Jetpack CRM’s name for calendar appointments). This guide explains how to assign a task and who can see it in the Client Portal.

Showing tasks in the Client Portal requires the Client Portal Pro extension and a Client Portal that’s set up for your contacts.

Assign a task to a contact or company

1. Go to Tools → Task Scheduler.
2. Click Add New at the top right.
3. Enter a title, start and end times, and a description for the task.
4. In the Contact field, start typing a contact’s name and select them from the list. To link the task to a company, use the Company field.
5. Select Show on Client Portal (if assigned to contact) if the contact should see the task in the Client Portal. If you leave this unselected, the task doesn’t appear in the Client Portal.
6. Click Save Task.

The assigned contact can now see the task when they log in to the Client Portal, with an option to add it to their own calendar.

Who can see a task in the Client Portal

A task can have two kinds of assignment, and only contact assignments appear in the Client Portal:

• Assigned as a contact (the Contact field): the contact sees the task in the Client Portal, as long as Show on Client Portal (if assigned to contact) is selected.
• Assigned as a CRM agent (the user dropdown below the start and end times): the agent, a member of your CRM team, sees the task in the Task Scheduler in WP Admin. This assignment doesn’t show the task in the Client Portal, even if the agent has Client Portal access.

Each task has one agent, who owns the task. Learn more about task owners and other team members.

Let a CRM agent see a task in the Client Portal

If an agent also needs to see a task in the Client Portal, assign them to the same task as a contact:

1. Make sure the agent has a contact record in your CRM.
2. Open the task and select the agent in the user dropdown.
3. In the Contact field, select the agent’s contact record.
4. Select Show on Client Portal (if assigned to contact).
5. Click Update Task.

The task then appears in both the Task Scheduler in WP Admin and the agent’s Client Portal. If a contact still can’t see a task, check Troubleshooting Client Portal.